International Programs Coordinator:
Responsible for effectively coordinating international programming including student academic and policy advising, records, and policy administration, which includes serving as Federal Designated School Official.
GA Program Coordinator:
Responsible for service oriented administration of the University Graduate Assistant Program. Position is a facilitator, communicator and problem solver serving Graduate Assistants, which requires effective collaboration with all applicable university departments. Requires a strong service orientation and will work closely with academic program directors, admissions, financial aid, international programs, student accounts, human resources, compliance, payroll/finance departments as well as GA Managers as a part of daily operational responsibilities. Implements policies, procedures and processes requiring knowledge and continued development in related professional fields.
International Programs
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Serve as a Federal Designated School Official (DSO) which is approved by the Student Exchange and Visitor Program (SEVP). DSO responsibilities include generating I-20s, updating SEVIS records, entering CPT, generating reports within SEVIS, and ensuring SEVIS records are kept up-to-date.
- Serve as the international advisor responsible for working with and responding to international student requests concerning immigration status, student academic status, as well as other general needs and priorities.
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Assist with all aspects of the graduate partner programs including the DBA, EMBA, MSN and MSCS.
- Serve as the international student advisor for residential students at the Ottawa, KS campus.
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Serve the International Programs Office in both a strategic and administrative role:
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Facilitate international student communications and document facilitation.
- Advise on F-1 Visa Approval and Immigration qualifications approval.
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Advise on international student financial eligibility and resources, language ability, academic qualifications, credentials, application processing, consulate information
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Coordinate Federal SEVIS Management System (Requires federal approval and training)
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Participate in International transcript evaluation, validation, recording, and adjudication
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Ombudsman and advocate for International Student Population
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Facilitate international student orientation
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Serve as advisor for international travel (Faculty and Student travel)
- Maintain internal documentation and record system management, including budget
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Manage and assure accuracy and communication of the international student handbook in collaboration with the University’s Director of Compliance.
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Facilitate and communicate effectively with all offices and departments who work collaboratively with and on behalf of International Programs.
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Travel to various Ottawa University campuses to conduct international student orientation and hold student advising sessions.
- Assist in training International Programs Graduate Assistant, when applicable.
- Assist with various projects as assigned by the Director of International Programs.
- Maintain confidentiality of data and information during performance of duties and incorporate safeguards for the security and integrity of all information, data and records. Assure information and activities are handled with confidentiality and meet the expectations of the University’s Code of Conduct and Ethics.
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Provide leadership to those with whom you work through your conduct, attitude, and professionalism. Represent the University to students, employees, alumni and external groups in a way that reflects well on OU.
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Provide customer service support to the International Programs Office as needed.
GA Program:
- Conducts responsibilities assuring GA policy and practices are conducted consistent with university policy and meet regulatory requirements; focused on maximizing the effectiveness of processes and systems; serves GA's with efficiency and care; and information is communicated and implemented in a way that is positive to the Graduate Assistant experience.
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Works collaboratively with related departments and GA Managers to assuring effective support and decision making on behalf of Graduate Assistants.
- Assures compliance with University policy and prevailing compliance standards.
- Responsible for the accurate and timely service to prospective and current Graduate Assistants. If not able to resolve questions, collaborate with appropriate department(s) toward resolution. Assure effective communication with University departments as appropriate and necessary.
- Provide coordination and support to GA Hiring Managers, in cooperation with Human Resources, as they navigate recruitment processes. Collaborate with HR and unit budget administrators to assure positions are within budget and position is defined.
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Assure proper tuition waivers are applied to all Graduate Assistant student accounts. When this has not occurred, work with the GA to complete the required Waiver Request process. Approves waivers based on expected policy standards. Reconcile any differences with AR and HR as needed to assure GA student accounts are in good standing.
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Effectively utilizes the ERP Administrative System, Paycom, and other related systems to collect, analyze, and report data and information related to the Graduate Assistant program as a part of the regular duties and responsibilities of this role.
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Assure Graduate Assistants have completed required trainings prior to the start of their academic program and work. Notify applicable parties when the Graduate Assistant is not following expected standards and/or responding to required expectations.
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Assure Graduate Assistants maintain academic eligibility to remain within academic program and GA position. Collaborate with Graduate Program Directors as needed on behalf of a Graduate Assistant to assure policies and procedures are met and the Graduate Assistant is supported.
- Assure International Student requirements are met. Understand and monitor specific regulations to assure the Graduate Assistant remains in compliance with their VISA status and required standards.
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Monitors progress of Graduate Assistants through their academic program. When Graduate Program is complete, and the individual is ready to graduate, assure the Graduate Assistant position is terminated in Paycom and bi-weekly living stipend ends in a timely manner.
- Other duties as assigned
Required Education: Bachelor's degree required; Master’s degree preferred.
Required Experience: Three years higher education or related experience; experience in project management preferred.
Additional Eligibility Requirements:
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Excellent time management skills with a proven ability to meet deadlines.
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Ability to work effectively/collaboratively with others.
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Proven leadership skills in collaborative organizations.
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Proven interpersonal and communnication skills.
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Must be U.S. citizen or Permanent Resident to be approved as DSO.
Working Conditions:
(Physical attributes required to perform job duties with or without reasonable accommodation - examples: sitting, lifting, bending, driving, environmental factors or elements, noise level, stairs in a building, or other factors that will affect working conditions)
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Physical attributes to perform the job duties with or without reasonable accommodation (examples: sitting, lifting #, bending, driving, etc. Environmental factors such as temperature, noise level, inside or outside, or other factors that will affect the person's working conditions.
Travel Requirements:
- If travel is required, list type and approximate percentage: As needed to conduct international student orientation
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Responsible for driving students and University vehicles as part of job duties: No
Standard University Expectations:
- Be mindful and supportive of the Mission of Ottawa University
- Understand and follow the University’s policies and procedures and exercise good judgment accordingly. Assure that University and student information is managed in a confidential and ethical manner in accordance with the University’s Code of Conduct and Ethics.
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Manage your staff in accordance with University personnel policies. Encourage collaboration among the staff, provide regular evaluation and feedback, and facilitate developmental opportunities.
- Model and encourage collaboration among University offices and campuses assuring effective communication and operations.
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Provide leadership through conduct, attitude, and professionalism. Represent the University to students, external groups, faculty, and staff in a way that reflects positively on the University.
- Exercise inclusivity in your daily actions in accordance with the University’s Mission Statement, Statement of Spiritual Identity, and Statement of Inclusion, Openness, and Community.
Our University
Ottawa University “prepares professional and liberal arts graduates for lifetimes of personal significance, vocational fulfillment, and service to God and humanity” from residential campuses in Ottawa, Kansas (established 1865) and Surprise, Arizona (established 2017) and from professional and online campuses in Kansas City, Phoenix, and Milwaukee.
Ottawa University is a regionally accredited, church-related, student-centered, private comprehensive university that strives to integrate faith, learning, and life in the academic experiences of students.
This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.
Ottawa University is committed to equal employment opportunity and does not unlawfully discriminate in recruitment or employment on the basis of race, age, sex, color, religion, disability, national origin, sexual orientation, genetic information, or any other characteristic protected by law.
